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OCLC Support

Cancel subscriptions

From the Subscription Items screen, you can cancel items, confirm cancellation, or undo cancellation. See Claim order items, Confirm cancellation, and Uncancel items for more information. You can perform the same operations on the Missing Order Items screen.

Search subscription items

Use the Subscription Items screen to search through all order items with an Acquisitions Type of Subscription.

Find, filter, and search subscription items

  1. In the left panel, click Orders.
  2. Click Subscription Items. The Subscription Items screen displays all subscription items, past and present, by default.
    • Results are sorted alphabetically by name.
    • To change the sort order, click any column heading.
    • To customize the column headings that appear, see Configure column headings below. By default, not all column headings are visible.
  3. Click the item's Title to view or edit the order item details. For more information on editing order item detail, see see View and edit an order.
Filter subscription items

Subscription items can be filtered using the filters at the top of the page. To customize the filters that appear, see Configure filters, below.

Once the filter is applied, you can hover over the filter name to view the selected values.

  1. Click the filter name.
  2. Select the values you want to apply. You can select one or more. When more than one value is selected, the system searches for any of the selected values.
  3. Click Apply.
  4. (Optional). To remove the filter, click Reset.
Some filters need explanation:
Field Description
Budget Period The budget period of the fund assigned to the item. All budget periods (past, present, and future) appear in the list.
Claims Number of times the item has been claimed.
Copies Outstanding Copies not received.
End Date The date the subscription ends.
Last Claimed Day the item was last claimed.
Material Type The item's material type, as determined in the master record. You can search for material types by entering a keyword in the search box.
Order Date Date the order was placed.
Order Status Descriptions of all Order Statuses:
Order Type Descriptions of all Order Types:
Processing Type Descriptions of all Processing Types:
Purchase Status Descriptions of all Purchase Statuses:
Receipt Status Descriptions of all Receipt Statuses:
Renewal Status Whether the subscription item has been renewed or not.
Shipping Type Shipping type selected in the order.
Start Date The date the subscription starts.
Vendor To search for a vendor, enter the vendor name into the search box.

Configure filters

You can choose the filters that appear. All filters appear, by default. Selected filters have a check mark next to their name.

  1. Click Filters (at the top right of the screen).
  2. To select or deselect a filter, click on the filter name.
  3. Optional. You can search through the list of filters by entering a keyword in the search box.
Search subscription items
Subscription items screen columns

Some columns need explanation:

Field Description
Budget Period

Budget period of the fund assigned to the item.

Claims Number of times the item has been claimed.
Copies Outstanding Number of copies not received.
Create Date Date the item was added to the order.
Last Claimed Date Date the item was last claimed.
Notes

Any notes about the order item. For more information on notes and adding notes, see Notes in WorldShare Acquisitions and Add notes.

  • Click the Add Note button (Add Note button) to add a new note, or
  • Click the Add/Edit Note button (Add/Edit Note button) to add or edit notes.
Order Date Date the order was placed.
Order # (number) Number assigned by system when the order was created. Click the Order # to edit the order. For details, see View and edit an order.
Order Status

Descriptions of all order statuses:

Status Description
Cancelled Some copies canceled
Cancelled Requested Copies have been requested to be canceled
Open Order not placed
Ordered Order placed
Payment Amount Unit price. The amount is displayed in your institution's currency.
Purchasing Status

Descriptions of all Purchase Statuses:

Purchase Status Description
No Item is not invoiced
Invoiced Item is invoiced
Paid Item is paid for
Partially Invoiced Item is partially invoiced
Partially Paid Item is partially paid for
Renewals Number of times the item has been renewed. Click the number in the column to view renewal history. Type The item's material type, as determined in the master record. Place the cursor over the icon to see the text definition of the material type.
Type The item's material type, as determined in the master record. Place the cursor over the icon to see the text definition of the material type.
Configure column headings

You can choose the columns headings that appear.

  1. On the left side of the screen, next to the Rows list, click the User Preferences button (User Preferences button).
  2. In the Show Columns window, check or uncheck the columns you want to show or hide.  The columns you checked or unchecked are shown or hidden.
  3. Close the Show Columns window by clicking anywhere outside it.
Download item data

You can download the data on the screen as a comma-separated values (CSV) file. To download more data, increase the rows on the screen by using the Rows list.

  1. On the right side of the screen, next to the Refresh icon, click the Export button (Export button).

Mid-subscription cancellation

  1. Select the check boxes next to the items you want to cancel. If you want to cancel all items in the table, select the check box at the top of the table.
  2. At the top of the screen, click Cancel > Cancel Items.
  3. The Cancel Items window appears. To cancel copies select one of:
    • All copies: use this option to cancel all copies. If you are unable to cancel any copies you selected, it will be noted here.
    • Copies not received: use this option if you only want to cancel copies that were not received. If any of the copies you selected cannot be canceled, the Copy that Cannot be Canceled accordion will appear. Click the Copy that Cannot be Canceled accordion to view the copies that cannot be canceled and the reason(s) why.
    • Copies not received: and not invoiced: use this option if you only want to cancel copies that have not been received or invoiced. If any of the copies you selected cannot be canceled, the Copy that Cannot be Canceled accordion will appear. Click the Copy that Cannot be Canceled accordion to view the copies that cannot be canceled and the reason(s) why.
  4. Select Cancel subscriptions on [date].
  5. Enter the date before the subscription period ends. Enter the date manually or click the calendar button to select the date.
  6. If you want to notify the vendor about the cancellation and optionally request a confirmation of the cancellation, continue to Notify vendor about cancellation (and request confirmation). Otherwise, click Cancel Items.
  7. The copies are canceled in the system and their Order Status changes to Cancelled.

End of subscription period cancellation

Current year

  1. Select the check boxes next to the items you want to cancel. If you want to cancel all items in the table, select the check box at the top of the table.
  2. At the top of the screen, click Cancel > Cancel Items.
  3. The Cancel Items window appears. To cancel copies select one of:
    • All copies: use this option to cancel all copies. If you are unable to cancel any copies you selected, it will be noted here.
    • Copies not received: use this option if you only want to cancel copies that were not received. If any of the copies you selected cannot be canceled, the Copy that Cannot be Canceled accordion will appear. Click the Copy that Cannot be Canceled accordion to view the copies that cannot be canceled and the reason(s) why.
    • Copies not received: and not invoiced: use this option if you only want to cancel copies that have not been received or invoiced. If any of the copies you selected cannot be canceled, the Copy that Cannot be Canceled accordion will appear. Click the Copy that Cannot be Canceled accordion to view the copies that cannot be canceled and the reason(s) why.
  4. Select Cancel subscriptions at the end of the subscription period.
  5. If you want to notify the vendor about the cancellation and optionally request a confirmation of the cancellation, go to Notify vendor about cancellation (and request confirmation). Otherwise, click Cancel Items.
  6. The copies are canceled in the system and their Order Status changes to Cancelled.
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